Privacy Policy

Last Updated: Feb 9th, 2010

At the NWT Soccer Association, we take the personal privacy of our members very seriously.  Any questions, concerns, or disputes regarding this privacy policy are handled by our Registrar.

What this privacy policy covers:

  • The personally identifiable information the NWT Soccer Association ("NWT Soccer") collects and how it is used;
  • With whom NWT Soccer may share information;
  • The types of security procedures that are in place to protect against the loss, misuse, or alteration of information under NWT Soccer's control;
  • The options available to users regarding collection, use, and distribution of the information;
  • How users can correct any inaccuracies in their information.

Information Collection and Use

Online Registration Form

We request information from new and existing members on our online registration form.  Information from paper forms is entered online so that we can keep track of all our members.  During registration, members are required to provide the following personally identifiable information:

  • Full name and contact information, such as mailing address, email address and telephone number.
    We use this information to contact our members regarding their membership as well as keep them informed of activities and events;
  • Gender and date of birth;
    We use this information to determine eligibility for members to take part in activities.
  • Emergency contact information;
    We use this information to contact someone in case of an emergency situation involving a member.
  • Healthcare number and details of medical problems;
    This information is required in order for us to provide our members with insurance, and in case of injuries during NWT Soccer Association sanctioned events.

See the section below titled "Sharing, Disclosure and Security" for details on what, if any, of this information is shared, with whom, and how it is protected both online and offline.

Cookies

A cookie is a piece of data stored on the user's computer containing information about the user.  Usage of a cookie is in no way linked to any personally identifiable information while on our site.  A cookie will be used to keep track of your login session and connect with information about you that is stored on our server while you are logged in.  The cookie is only stored temporarily, and is automatically terminated when you close your web browser.

Log Files and Analytics

Like most standard Web site servers log files are used to track user information.  This includes internet protocol (IP) addresses, browser type, internet service provider (ISP), referring/exit pages, platform type, date/time stamp, and number of clicks.  This information is used to analyze trends, administer the site, track user movements in the aggregate, and gather broad demographic information for aggregate use.  The information collected, including the IP address, is not linked to personally identifiable information.

We also employ Google Analytics to track user traffic.  This records much the same information collected by the server logs, and is used for the same purpose.  We use Google Analyticse due to it's much higher degree of accuracy and it's ability to provide very useful reports on how our site is used.  This information helps us improve our site and optimize the user experience and usability.  None of the information collected by Google analytics is connected to any personally identifiable information.  It is used to produce charts of aggregate information.  Google also uses this information to help in search optimization and ranking.

Alternate Methods of Collection

For users who do not have internet access or do not feel comfortable entering their personally identifiable information into our site from their computer, we offer a standard paper registration form.  This form will be provided on request.  Once we have received a completed form on paper along with membership payment, we will enter the information into our website since the site is our primary tool for tracking NWT Soccer members.

Sharing, Disclosure, and Security

Legal Disclaimers

Though we make every effort to preserve user privacy, we may need to disclose personal information when required by law wherein we have a good-faith belief that such action is necessary to comply with a current judicial proceeding, a court order, or legal process served on our Web site.  We reserve the right to release the information to a law enforcement agency without the user's permission.

Members who transmit personal information to us using insecure methods (particularly email) do so at their own risk.  We cannot take responsibility for any damages incurred to the member if their personal information is intercepted by a person with malicious intent while being transmitted insecurely.  We can only warrant the protection of personal information if it is transmitted using secure methods, which include our secure registration and member profile pages, fax or telephone.

Sharing

The member database in our Web site stores users' personal information, including names, addresses, contact information and medical information on the server of our Web site host, KELLETT Communications Inc. (www.kellett.nt.ca).  This information is held on a secure server so it can then be retrieved for processing by an NWT Soccer representative.  KELLETT does not have access to this information without our express permission wherein we believe it is necessary for them to have access to our account in order to provide technical support or website updates.  The Security section below outlines how the transmission of your information to this server is protected.

Our members' names, contact information, healthcare number and medical information will be provided to our insurance company in the event of an insurance claim by a member.  In addition, we may need to provide this information to medical personnel in the event of an injury during an event sanctioned by NWT Soccer.  This information will only be provided to personnel who require it for one of these reasons, and only when it is required.

In cases where we believe that financial information provided by a member for payment is fraudulent, we may release the information to the financial institution and an appropriate law enforcement agency, if required, for further investigation.  Such an agency's privacy policy may be unknown to us, but we believe the information will be kept confidential and only used for the purpose of investigating fraudulent actions.

Links

This website contains links to other sites.  Please be aware that the NWT Soccer Association is not responsible for the privacy practices of such other sites.  We encourage our users to be aware when they leave our site and to read the privacy statements of each and every web site that collects personally identifiable information.  This privacy statement applies solely to information collected by this website.

Security

Our Web site takes every precaution to protect our users' information.  When users submit sensitive information via the Web site, their information is protected both online and off-line.

When our registration form asks users to provide sensitive information, it is protected during transmission with 256-bit SSL encryption to ensure that it cannot be interperted if intercepted.

Personally identifiable information that is collected by our website is stored on a secure server, and is only accessible by an authorized NWT Soccer representative.

In addition to secure transmission and limited access, the forms and scripts on our website employ a variety of techniques to protect from common security threats such as SQL injection, cross-site request forgery, and programming language vulnerabilities.  A great deal of care has been taken by our programmers to ensure that nobody with malicious intent will be able to gain access to your information through these exploits.

To further protect your sensitive medical information, our site employs single key-based encryption when storing some data in the database, so that in the unlikely event that the contents of our database are obtained by a malicious person, it will not be possible for them to read the most sensitive information.  Each account stored in the database is given a unique encryption key so that one member's data cannot be unlocked using another member's key.

While we use SSL encryption to protect sensitive information online, we also do everything in our power to protect user-information off-line.  All of our member's information, not just the sensitive information mentioned above, is restricted in our offices.  Only personel who need the information to perform a specific job are granted access to personally identifiable information.

Personel with access to your information are kept up-to-date on our security and privacy practices.  Any time new policies are added or changed, our employees are notified and/or reminded about the importance we place on privacy, and what they can do to ensure our customers' information is protected.

If you have any questions about the security at our Web site, please contact our registrar.

Supplementation of Information

We will not normally have any reason to contact any third parties regarding members' personally identifiable information.  However, if we have sufficient reason to believe that financial information (such as credit card number and expiry date) submitted by a user may be false, we reserve the right to contact the credit card company to verify the ownership of the account number provided by the user.

Correcting/Updating/Deleting/Deactivating Personal Information

If a member's personally identifiable information changes it can be updated by the member any time by logging into our website and accessing the secure member profile page.  In addition, member information can be updated by our registrar.  When we receive a request to permanently remove a member, the member account will be deleted from our online database, and any documents and computer records, with the exception of financial records, pertaining to the member containing personally identifiable information will also be destroyed.

Notification of Changes

Our policies and terms of use may be updated at any time and without notice.  It is therefore the responsibilty of our members to come back to this page every so often to see if they have been updated.  Each page indicates the date it was last updated at the top.  However, in cases where changes to our policies affect the way we use our member's personally identifiable information, we will send an email notification to all members.  Members who do not have email will be notified by regular mail.  Users will have a choice as to whether or not we use their information in this different manner.  Otherwise we will always use information in accordance with the Privacy Policy under which the information was collected.

Communications From The Site

From time to time we may need to send a notification to all of our members regarding events, operations, policy changes, or anything else that directly affects our members.  We will communicate with members on a regular basis via email and telephone to provide requested services and in regards to issues relating to their membership or event registrations.  We contact members via email, if provided, phone or regular mail.